FAQs
Questions Before Choosing A Right Virtual Medical Assistant
At Remode Medical Assistant, we understand that choosing a Virtual Medical Assistant can raise many questions. To help you make an informed decision, we’ve compiled answers to the most frequently asked questions regarding our services, security, and how we can support your practice efficiently.
General
Benefits
Skills
Services
Security
Cost
Hiring
Compliances
Technology
Training
What is a virtual medical assistant (VMA)?
A virtual medical assistant is a digital platform or software designed to assist healthcare professionals with administrative tasks, scheduling, patient communication, and other non-clinical duties remotely.
How does a virtual medical assistant work?
VMAs utilize artificial intelligence and natural language processing to automate various tasks such as appointment scheduling, patient reminders, prescription refills, and basic patient inquiries via text or voice commands.
What tasks can a virtual medical assistant perform?
Virtual medical assistants can handle appointment scheduling, patient reminders, prescription refills, medical record management, billing inquiries, and basic patient education.
Is a virtual medical assistant secure and HIPAA-compliant?
Yes, reputable RMA virtual medical assistant platforms prioritize security and comply with HIPAA regulations to ensure patient data confidentiality and privacy.
Can a virtual medical assistant replace human medical staff?
VMAs are designed to complement human medical staff by handling routine administrative tasks, allowing healthcare professionals to focus more on patient care and complex medical issues.
How do virtual medical assistants handle sensitive patient information?
Virtual medical assistants use encryption and secure data storage methods to safeguard sensitive patient information. They also adhere to strict data privacy regulations like HIPAA to ensure patient confidentiality and compliance with legal requirements.
How does a virtual medical assistant benefit healthcare practices?
VMAs streamline administrative processes, reduce overhead costs, improve efficiency, enhance patient satisfaction through quicker responses, and help healthcare providers manage their time more effectively.
Are virtual medical assistants customizable to different medical specialties?
Yes, many virtual medical assistant platforms offer customization options to tailor the software to the specific needs and workflows of different medical specialties, such as primary care, dermatology, or cardiology.
Do patients feel comfortable interacting with virtual medical assistants?
Research suggests that patients generally feel comfortable interacting with virtual medical assistants for routine tasks like appointment scheduling and prescription refills, especially when the interface is user-friendly and the responses are prompt and accurate.
How do healthcare providers integrate virtual medical assistants into their practices?
Healthcare providers can integrate virtual medical assistants into their practices by selecting a suitable platform, customizing it to their needs, training staff on its use, and gradually incorporating it into their existing workflows.
What are some popular virtual medical assistant platforms available?
Some popular virtual medical assistant platforms include Robin Healthcare, Suki, Olive, and Saykara. It's essential to research and choose a platform that best fits the specific needs and preferences of your healthcare practice.
Can virtual medical assistants assist with telemedicine appointments?
Yes, many virtual medical assistant platforms are integrated with telemedicine software, allowing them to facilitate telemedicine appointments by scheduling, sending reminders, collecting patient information, and even assisting during the virtual visit.
How do Virtual Medical Assistants improve administrative efficiency?
VMAs automate routine tasks like appointment scheduling, patient inquiries, and billing, allowing healthcare providers to focus more on patient care. This automation reduces errors and streamlines office operations
What cost savings do Virtual Medical Assistants offer?
By working remotely, VMAs eliminate the need for additional office space, equipment, and supplies, leading to significant cost reductions. This financial efficiency allows practices to allocate resources more effectively.
How do Virtual Medical Assistants enhance patient experience?
VMAs provide timely responses to patient inquiries, manage appointment scheduling efficiently, and ensure consistent follow-ups, leading to improved patient satisfaction and loyalty.
Can Virtual Medical Assistants handle patient communications?
Yes, VMAs are trained to manage patient communications, including answering calls, responding to emails, and handling patient inquiries, ensuring seamless interaction between patients and healthcare providers.
How do Virtual Medical Assistants contribute to data security?
VMAs utilize secure, cloud-based systems to manage patient records, ensuring compliance with healthcare regulations and protecting sensitive patient information.
What administrative tasks can Virtual Medical Assistants perform?
VMAs can handle a variety of administrative tasks, including scheduling appointments, managing patient records, processing billing and insurance claims, and coordinating referrals.
How do Virtual Medical Assistants handle patient inquiries?
Yes, Virtual medical assistants respond to patient inquiries via phone, email, or chat, providing information about services, appointment availability, and general health advice.
What impact do Virtual Medical Assistants have on patient retention?
By providing consistent and efficient communication, VMAs enhance patient satisfaction, leading to higher retention rates and loyalty.
How do Virtual Medical Assistants support telemedicine?
Virtual medical assistants assist in setting up telemedicine appointments, managing virtual consultations, and ensuring that all necessary patient information is available for remote healthcare delivery.
What qualifications do Virtual Medical Assistants have?
Virtual medical assistants typically have backgrounds in healthcare administration, medical billing and coding, or nursing. They are trained to handle medical terminology and understand healthcare regulations.
Can Virtual Medical Assistants assist with medical billing?
Yes, Virtual medical assistants can manage billing processes, including coding, claim submissions, and follow-ups, ensuring accurate and timely reimbursement for services rendered.
How do Virtual Medical Assistants handle patient scheduling?
Yes, Virtual medical assistants manage appointment calendars, coordinate with patients to schedule visits, send reminders, and handle cancellations, ensuring efficient use of healthcare providers' time.
What role do Virtual Medical Assistants play in patient follow-up?
Yes, Virtual medical assistants conduct follow-up calls, monitor patient progress, and ensure adherence to treatment plans, contributing to better health outcomes.
How do Virtual Medical Assistants support healthcare providers?
Yes, Virtual medical assistants handle administrative burdens, allowing healthcare providers to focus on clinical care, thereby improving productivity and job satisfaction.
Can Virtual Medical Assistants manage electronic health records (EHR)?
Yes, Virtual medical assistants handle administrative burdens, allowing healthcare providers to focus on clinical care, thereby improYes, Virtual medical assistants can access and update EHRs, ensuring that patient information is current and accurate, which is crucial for quality care delivery.ving productivity and job satisfaction.
What are the benefits of outsourcing my HR function?
The benefits of HR outsourcing services include reduced costs, increased productivity, and improved quality of service. The primary benefit of outsourcing HR is relief from administrative tasks. Payroll and HR are essential to any organization, but they are non-income-generating activities that take up a lot of bandwidth. Outsourcing some or all of your HR functions allows you to focus on core business operations and growth.
Outsourced HR services can also help you mitigate business risks. If you don’t have HR specialists in-house, you may have to handle payroll and compliance on your own—a task that becomes more and more complicated as regulations change. Outsourcing your HR functions to experts can help prevent costly mistakes and give you greater peace of mind with compliance safeguards. You also gain access to a wider range of HR talent as well as top-tier HR technology that streamlines processes, enhances efficiency, and ensures you are up-to-date with the latest industry standards.
Outsourced HR services can also help you mitigate business risks. If you don’t have HR specialists in-house, you may have to handle payroll and compliance on your own—a task that becomes more and more complicated as regulations change. Outsourcing your HR functions to experts can help prevent costly mistakes and give you greater peace of mind with compliance safeguards. You also gain access to a wider range of HR talent as well as top-tier HR technology that streamlines processes, enhances efficiency, and ensures you are up-to-date with the latest industry standards.
What HR tasks does Syndeo do?
We provide a tailored HR solution for your organization that improves the overall experience for your employees. Our team will help you create a custom employee handbook that aligns with your work culture. We will build job descriptions, create custom employee training, administer FMLA, provide performance management tools, ensure FLSA compliance, and develop compensation plans aligned with your organizational goals.
Is my business the right size to use a PEO?
Syndeo works with clients who have a wide range of worksite employees. PEOs generally work with small to mid-sized businesses ranging from 25 to over 500 employees. Syndeo will create a custom HR solution that will fit the needs and size of your organization.
Does working with a PEO mean I don’t have an in-house HR department?
Each client structure is unique. We work with clients who do have an in-house HR professional, and the Syndeo client service team serves as their support team and ensures HR compliance. By giving the administrative burden of pre-employment requirements, new hire orientation, company policies, and performance management to Syndeo, your on-site HR professional has time to dedicate toward high-level strategic HR initiatives
What accreditations does Syndeo have?
The Employer Services Assurance Corporation (ESAC) accredits PEOs through a rigorous process to ensure a PEO is compliant with more than 40 industry best practices across all states of the operation. Those with ESAC accreditation have demonstrated financial stability, ethical business conduct and adherence to operational standards and regulatory requirements.
In addition, the Internal Revenue Services has a voluntary federal certification program that qualifies certain PEO's for a Certified Professional Employer Organization (CPEO). As a CPEO, Syndeo has met the financial reporting requirements to be awarded the IRS certification.
Syndeo is also proud to be a multi-year winner of the ClearlyRated Best of HR Services award for providing remarkable service to our clients.
In addition, the Internal Revenue Services has a voluntary federal certification program that qualifies certain PEO's for a Certified Professional Employer Organization (CPEO). As a CPEO, Syndeo has met the financial reporting requirements to be awarded the IRS certification.
Syndeo is also proud to be a multi-year winner of the ClearlyRated Best of HR Services award for providing remarkable service to our clients.
What payroll tasks does Syndeo do?
Syndeo will process your payroll by gathering total hours worked for your employees and ensure all payroll is calculated correctly and employees are paid on time. We will create a custom new-hire workflow that collects the appropriate employee data, tax calculations, and year-end W-2 reporting. Our technology offers online financial reporting, allows for employee portal access, and tracks interactive paid time off requests and compliance records.
What tax administration tasks does Syndeo do?
Syndeo will manage and streamline the payroll tax management of your organization. As a CPEO, we are an extension of your business and handle the responsibilities of managing your payroll administration and employee-related taxes. By using our own tax identification number (EIN), we assume responsibility for calculating your company’s employee-related taxes for federal, state and local taxes.
What employee benefit tasks does Syndeo do?
Syndeo provides access to quality healthcare coverage that can be customized to the benefits that are most important to you and your employees. We help design a benefit plan that includes health, dental, vision, disability and life insurance, as well as an employee assistance plan, health savings accounts (HSAs), and flexible spending accounts (FSAs). We also have a 401k retirement plan option that allows your employees to save for retirement without the burden of plan administration and compliance.
What benefits should I offer to attract potential employees?
While the core benefits within any organization are key to a successful recruiting and retention strategy, supplemental benefit plans like pet insurance, personal identity protection and employee assistance programs that promote personal well-being are gaining popularity in the workforce.
Do I have to be a large employer to offer competitive benefits?
One benefit of partnering under Syndeo's PEO model is the opportunity to provide richer medical, dental and vision plan options that are typically only available at larger-sized companies with thousands of employees. While qualification into our plans does require a thorough review process, Syndeo facilitates this process with you and your employees, saving hours of work on your end and making the decision to tailor your insurance options hassle-free.
What risk management tasks does Syndeo do?
Syndeo is dedicated to keeping your business and employees safe. Our risk management experts can provide workers’ compensation coverage and manage your workers’ compensation claims. Ensuring you have a safe work environment that includes industry-specific safety training, OSHA compliance, safety policies, return-to-work policies is a top priority for our team.
Who is the employer of record if I am part of a PEO?
The PEO is considered the “Employer of Record” for tax and insurance purposes, as well as federal and state employment laws like wage and hour regulations. If legal problems arise that are related to the HR function, the PEO assumes some of that risk. Formal agreements between the PEO and client company are used to spell out the division of responsibilities between the two.
The PEO can also sponsor employee benefit programs, such as retirement plans and health coverage. PEOs are able to provide more cost-effective benefits through their combined buying power and spreading the risk across many clients while giving small to mid-sized businesses access to larger company benefits.
The PEO can also sponsor employee benefit programs, such as retirement plans and health coverage. PEOs are able to provide more cost-effective benefits through their combined buying power and spreading the risk across many clients while giving small to mid-sized businesses access to larger company benefits.
Are your virtual assistants HIPAA-compliant?
Yes, all our virtual assistants are HIPAA-trained and follow strict security protocols to ensure patient data privacy and compliance.
How do you protect sensitive patient information?
We use encrypted communication, secure access controls, and regular compliance audits to safeguard all patient data.
Do you sign Business Associate Agreements (BAAs)?
Yes, we sign BAAs with healthcare providers to ensure full compliance with HIPAA regulations.
How do you handle data security breaches?
We have a structured incident response plan in place, including immediate investigation, notification, and corrective actions to mitigate risks.
What compliance training do your virtual assistants receive?
Our team undergoes continuous training on HIPAA, GDPR, cybersecurity, and best practices to maintain regulatory compliance.
What technology platforms do your virtual assistants use?
Our virtual assistants are proficient in various EHR systems, telehealth platforms, CRM software, and secure communication tools to streamline healthcare operations.
Is your system compatible with our existing software?
Yes, our services are designed to integrate seamlessly with most EHRs, practice management software, and other healthcare platforms to ensure smooth workflow management.
How secure is the technology used by your virtual assistants?
We implement end-to-end encryption, multi-factor authentication, and regular security audits to ensure data protection and HIPAA compliance.
Do you offer cloud-based solutions for healthcare providers?
Yes, we provide cloud-based virtual assistance solutions, allowing secure remote access to critical patient information and operational tools.
What happens if there is a technical issue during virtual assistance sessions?
Our dedicated IT support team is available 24/7 to troubleshoot and resolve any technical issues, ensuring minimal disruption to your workflow.
What type of training do your virtual assistants receive?
Our virtual assistants undergo extensive training in medical terminology, EHR systems, HIPAA compliance, and patient communication to ensure they meet industry standards.
How often do your virtual assistants receive training updates?
We provide continuous education and periodic refresher courses to keep our assistants updated on the latest healthcare trends, compliance regulations, and technology advancements.
Do you offer specialized training based on our practice’s needs?
Yes, we customize training programs to align with your specific workflows, software, and patient engagement strategies.
Are your virtual assistants trained in handling medical billing and insurance verification?
Yes, we provide specialized training in medical billing, insurance claims processing, and revenue cycle management to assist with financial operations.
How do you ensure the quality of training for new hires?
Every new hire undergoes a rigorous onboarding program, including hands-on practice, role-based assessments, and performance evaluations before working with clients.
Get tailored Remote Medical Assistant services for your business.
Enhance your healthcare practice with customized Remote Medical Assistant services, designed to streamline operations and improve patient care. Our tailored solutions meet the unique needs of your business, providing administrative support, appointment scheduling, and patient follow-ups. Experience efficient, reliable, and professional virtual assistance to optimize your medical services.
